IM0101 Inventory Management Item File Maintenance 1


Item File Maintenance

Application Overview

Any inventory system, whether it is manual or computerized, must have some way of recording what parts are in inventory, and in what quantity.  In fact, this record of what is in inventory is the most fundamental and necessary portion of the Elliott's manufacturing system as well.

Because of this, several of the basic concepts of Inventory Management will be covered here.

Some of these concepts are not fully implemented within the Inventory Management package, but extend to the other packages.  For example, allocation of material is not done by any automatic process within I/M.  Instead, this allocation will be done from the Customer Order Processing, Bill Of Material Processor or Shop Floor Control package. Many of the data fields entered by way of Item File Maintenance are not used at all in the Inventory Management package, but are present so that the data will be available for one or more of the other packages, which use the Inventory Item File.

This discussion of the Item File will be broken down into sections dealing with these subjects: 

    1.    Part Numbering

    2.    Allocation and Deallocation of Stock

    3.    Inventory Location Control

    4.    Forecasting

    5.    Safety Stock

    6.    ABC Analysis

    7.    Stocked vs Non‑Stocked, Controlled vs Non‑Controlled    Items

    8.    Physical Inventory and Cycle Counting

    9.    Default Item (For quick entry of new inventory items)

   10.    Item Notes

   11.    Interaction with other Packages

Part Numbering

The classical definition of a part is, anything which is unique in form, fit, or function.  And if something is different in either form, fit, or function, it should have a unique part number.  However, it is beneficial to a company to keep the number of its part numbers as low as possible.  It is estimated that it costs a company between $2,000 and $3,000 for every part number it has on file.  This includes the cost of any engineering drawings for the part, and for someone to manage the part on an on‑going basis.  So it can be beneficial to give some thought to how you assign part numbers.

There are many different part-numbering schemes possible.  In fact, there are probably as many different ways to define part numbers, as there are companies.  The two main types of schemes that are in use involve either significant or non‑significant part numbers.

A significant part number is one which describes (at least partially) what the part is, such as a part number made up of the Product code, a couple of digits given to describing the size of the part, a couple more characters which describe the material the part is made of, etc.  Significant part numbers have been widely used in manual systems wherein the data entry operator and the warehouse did not have a description of the part handy with every order or packing slip and could recognize what part was being addressed just by looking at the part number.  Because they serve this purpose so well, significant part numbers can be quite helpful.

The major disadvantage to the use of significant part numbers is that after a period of time, so many variations of a part may come into use, or so many new parts may be added to existing product categories, that the system gets too complicated and cannot possibly cope with all the possible variations.  In this case, it may be better to use non‑significant part numbers.

In a non‑significant part numbering scheme, part numbers may be assigned fairly arbitrarily, and without reference to product class, size, etc.  This may be the best scheme on a computer system, since the description of the part is available to the operator for verification as soon as the part number is entered.  And non‑significant part numbers certainly afford a good deal more flexibility than signifi­cant part numbers. 

One compromise that is often used between these systems is to use a partially significant system, where only the first few characters of the part number are significant.  Large distributors may find it desirable to simply assign parts which they market the same part numbers as their manufacturers have assigned to the part.  But they cannot be sure that the different manufacturers will assign unique part numbers.  So the first few characters of the part number may refer to the manufacturer, and the remainder of the characters can be the manufacturer's part number. 

Allocation and Deallocation of Stock 

The Inventory Management package allows you to keep track not only of the quantity on‑hand of each inventory item, but also of the quantity of the item which has been allocated to already existing customer or shop orders. There is a quantity allocated field in the Inventory Item record, as well as a quantity on‑hand field.

This allows you a great deal more ability to control your inventory, since you will be able to accurately determine what quantity of the item is actually available for use.  Your prediction of requirements for the item will be more accurate than if you were basing it solely on the quantity on‑hand.

When a customer order is received for an item in the Customer Order Processing package, the material required to fill the order is allocated. This shows that the portion of the quantity on‑hand is spoken for, and should not be used for future orders.  This allocation of the material does not affect in any way the actual quantity of the items that is on‑hand. 

When a feature/option is entered in Customer Order Processing, the parent and all components are allocated.  In Bill Of Materials Processor, the feature is put on order.  When it is produced, the quantity on hand increases and all components quantity on hand and quantities allocated are decreased.  In Customer Order Processing, when the order is posted, the parent quantity on hand and quantity allocated are decreased. 

When a stocked and controlled parent item is entered as a work order in Bill Of Material Processor, the components are allocated.  When it is produced, the quantity on hand of the parent is increased, and the quantity on hand and quantity allocated is decreased for the components.

Then when the material is issued to fill the order, the quantity on‑hand is reduced, and the quantity allocated is also reduced to reflect the fact that the material is no longer spoken for.


Inventory Location Control 

Elliott's Inventory Management package allows you to maintain multiple stocking locations for each inventory item, along with quantity on‑hand and quantity allocated figures for each location.  Thus you can obtain reports, which allow you to predict usage at each location.

The maintenance of the on‑hand and allocation figures for other than the main stocking location is done by way of the Inventory Location File Maintenance application.

When a customer order is received and entered into the computer, you specify which location is to fill the order.  The on‑hand and allocation figures for that location are then updated to reflect the activity.

In the Item File Maintenance application, you will specify what the manufacturing or default location for the item is; the quantity on‑hand and allocated figures, which you will enter, refer to this manufacturing or default location.


Inventory Management

  1. Long-Term vs. Short-Term Inventory Quantity Available and Inventory with Time Line
  2. Introduction to Available to Promise (ATP)
  3. Inventory Aging Report by Location Sequence Produces Different Result Than by Other Sequence
  4. Inventory Aging Report Shows Different Age Between Single and All Locations
  5. Multiple Users Entering Physical Count Tag at the Same Time Issue
  6. Expand Item Description 1 and 2 Character Limit
  7. How Different is an IM Kit from a BOMP Kit?
  8. Explanation on Component Availability Inquiry
  9. How Is Shortcut Item Different from Kit Item?
  10. No Privilege to View Location History
  11. How to Calculate EOQ (Economic Order Quantity)
  12. Item Quantity Allocation Is Incorrect
  13. Reorder Advice Custom CSV Export Shows Zero Items
  14. Elliott Physical Count Processing
  15. Feature - Add-On Item Drill Down From Item Search
  16. Feature - Utility to Reset Item PTD Fields from Location History
  17. Feature - Inventory Snapshot
  18. Feature - ATP Regen to Consider Order Multiple and Economic Order Qty
  19. Feature - Item Master Activity Sub-Code
  20. Feature - Add Support for the Update of “Mostly Mfg Flag” in Change Existing Item Import
  21. Feature - Auto Delete BOMP Product Structure When Item Obsolete
  22. Feature - Item Linkage Report/Processing
  23. Feature - Added the Ability to Organize Product Categories by a New Product Category Group
  24. Procedure to Correct Bad Serial Number with Special Symbol
  25. Feature - Additional SY12MONS Updates
  26. Feature - Additional Activity Codes for Item Linkage CSV Report and Item Linkage Processing
  27. Feature - Item Number Wild Card Support for Starting Item Number
  28. Feature - Obsolete Kit Parent When First Component is Obsolete
  29. Feature - Show Items with Qty Variance on Tag Variance Reports
  30. IM01S3 Inventory Management Iten Audit Trail Report
  31. IM04S2 Inventory Management Inventory Transaction Audit Report
  32. IM02S2 Inventory Management Inventory Location Audit Trail Report
  33. IM03S1 Inventory Management Usage Exception Reports
  34. IM06SCN Inventory Management Stock Status Report
  35. IM08S1 Inventory Management Print Cycle Count Worksheet
  36. IM14S1 Inventory Management Item History Report
  37. IM19S1 Inventory Management Serial/Lot Stock Status Report
  38. IM19S2 Inventory Management Serial/Lot Issue History Report
  39. IM20S1 Inventory Management I/M Distribution to G/L Report
  40. IM26SCN Inventory Management Frozen Stock Status Report
  41. IM30S1 Inventory Management Kit Where-Used Report
  42. IM31S1 Create Unreleased POs by Vendor
  43. IM32S1 Inventory Management Kit Gross Requirements Report
  44. IM0201 Inventory Management Location Control File Maintenance
  45. IM0405 Inventory Management Available To Promise Inquiry
  46. IM0500 Inventory Management Stock Status Inquiry
  47. IM0500Q Inventory Management Stock Status Inquiry
  48. IM0700 Inventory Management ABC Analysis Reports
  49. IM0900 Inventory Management Reordering Advice Reports
  50. IM1000 Inventory Management Physical Count Processing
  51. Feature - Utility to Reset Item PTD/YTD Fields from Location History
  52. IM1100 Inventory Management Utilities Setup
  53. IM1201 Inventory Management Location File Maintenance
  54. IM1300 Inventory Management Recalculate Reorder Fields
  55. IM1400 Inventory Management Clear Item Accumulators
  56. IM1501 Inventory Management Product Category File Maintenance
  57. IM1601 Inventory Management Material Cost Type File Maintenance
  58. IM1701 Inventory Management Material Cost Type/Loc File Maintenance
  59. IM1801 Inventory Management Buyer/Analyst Code File Maintenance
  60. IM1901 Inventory Management Initialize Lifo/Fifo File
  61. IM1902 Inventory Management Adjust Item File to Lifo/Fifo
  62. IM1903 Inventory Management Serial/Lot Processing/Multi-bin Utilities
  63. IM1904 Inventory Management Serial/Lot Stock Status Inquiry
  64. Feature - Add Additional Record Types to Reorder Advise User-Defined CSV Export
  65. IM2500 Inventory Management Reset Allocated Quantities
  66. IM2700 Inventory Management Set Trx Audit File Beginning Balances
  67. IM2800 Inventory Management Freeze Inventory
  68. IM2900 Inventory Management Kit File Maintenance
  69. IM3301 Inventory Management Job Code File Maintenance
  70. IM3400 Inventory Management Job Analysis Report
  71. IMACTMNT Inventory Management I/M Account File Maintenance
  72. IMAGESCN Inventory Management Inventory Aging Report
  73. IMATPGSN Inventory Management Generate ATP File
  74. IMATPRSN Inventory Management Available to Promise Report
  75. IMBININV Inventory Management Bin Inventory File Maintenance
  76. IMBINMNT Inventory Management Bin File Maintenance
  77. IMBINTRN Inventory Management Inventory Transfer Processing
  78. IMCHGBIN Inventory Management Change Bin No/Pick Seq
  79. IMEXPTSN Inventory Management Export Item for Take an Order
  80. IMFRMMNT Inventory Management Item Label Form Setup
  81. IMGENMNU Inventory Management Generate Location History
  82. IMIMSITM Inventory Management Item Import Utility
  83. IMITMUDS Inventory Management Item User-Defined Fields Import Utility
  84. IMSUBMNT Inventory Management Substitute Item Class File Maintenance
  85. IMUSRMNT Inventory Management User-Defined Code File Maintenance
  86. IMVESMNT Inventory Management Vessel File Maintenance
  87. IMVLSMNT Inventory Management I/M Serial/Lot History File Maintenance
  88. Feature - Expanded Selection Parameters for Reorder Advise User Defined CSV Export
  89. Change - Update Both Kit Parent and Components Usage
  90. Feature - Create Price Code 1 from Item Minimum Price Utility
  91. Change - Available to Promise by Item Report - Add Item Description 2
  92. Feature - Support AR (Attribute) Type in Reorder Advise User Defined CSV Export
  93. Can System Default Item User-Defined Code?
  94. Feature - Item Label Printing Enhancements
  95. Feature - Ability to Initialize Character Fields During Change Existing Item Import
  96. Understanding Status Code at Inventory Transfer Dispatch Screen
  97. Feature - Support GTIN Based on Two Different UPC Codes
  98. Feature - Update Estimated Date/Time When Printing Transfer Tickets
  99. Feature - Allow Physical Count Tag Import Without Serial Number
  100. Feature - Delete Kit Components When Item Activity Code is Set to 'O'
  101. Feature - New QTYAVAILBYCOMP Attribute Fields
  102. Feature - Allow GTIN Maintenance in I/M Change Bin No/Pick Seq Processing
  103. Feature - Improvements to Reorder Advise Reports
  104. What Is the Difference Between INV_TRX_UN_COST and INV_TRX_NEW_AVG_COST in IMINVTRX Table?
  105. Feature - Added a Function "Create Inventory Trx CSV Import"
  106. Feature - Added Support to “Create I/M Trx CSV Import” for Kit Items
  107. Feature - Improvements to QTYAVAILBYCOMP and QTYAVAILBYCOMP2 Attributes
  108. Feature - Add Desc2 Column to Item Linkage CSV Report
  109. Feature - Numeric Item List Changes
  110. Feature - Added 1C and LD Column Types to Reordering Advise User Defined CSV Export
  111. What's the Difference Between Lead Time & Planning Lead Time?
  112. Explanation of ATP LP Type - Negative Sign (-) vs (*) Symbols
  113. IM0000 Inventory Management Package Overview 7
  114. IM0000 Inventory Management Package Overview 1
  115. IM0000 Inventory Management Package Overview 2
  116. IM0000 Inventory Management Package Overview 3
  117. IM0000 Inventory Management Package Overview 4
  118. IM0000 Inventory Management Package Overview 6
  119. IM0000 Inventory Management Package Overview 5
  120. IM0000 Inventory Management Package Overview 8
  121. IM0000 Inventory Management Package Overview: Index
  122. IM0101 Inventory Management Item File Maintenance 1
  123. IM0101 Inventory Management Item File Maintenance 2
  124. IM0101 Inventory Management Item File Maintenance 3
  125. IM0101 Inventory Management Item File Maintenance 4
  126. IM0101 Inventory Management Item File Maintenance 5
  127. IM0101 Inventory Management Item File Maintenance 6
  128. IM0101 Inventory Management Item File Maintenance 7
  129. IM0101 Inventory Management Item File Maintenance 8
  130. IM0101 Inventory Management Item File Maintenance: Index
  131. IM2400 Inventory Management Inventory Transaction Processing 1
  132. IM2400 Inventory Management Inventory Transaction Processing 2
  133. IM2400 Inventory Management Inventory Transaction Processing 3
  134. IM2400 Inventory Management Inventory Transaction Processing 4
  135. IM2400 Inventory Management Inventory Transaction Processing 5
  136. IM2400 Inventory Management Inventory Transaction Processing 6
  137. IM2400 Inventory Management Inventory Transaction Processing 7
  138. IM2400 Inventory Management Inventory Transaction Processing: Index
  139. How to Run Inventory Stock Status Report for a Certain Date
  140. Feature - Transition to Obsolete
  141. Item Last Received Date Not Updated When Received from I/M Transaction Processing
  142. Feature - Zero Item Weight When Using F3 to Copy Item
  143. Feature - Initialize User-Defined Note, Date and Amount Fields When Using F3 to Copy Item
  144. What Information Is Stored in the Location History (IMLOCHST) Table?
  145. Feature - Prevent Excel from Dropping Leading Zeroes in CSV Item Number Field
  146. Feature - Add User ID to User Defined CSV Export
  147. Feature - User Defined CSV Export Item Batch Support
  148. Feature - Export Inventory TRX Audit Trail to CSV
  149. Feature - Add User-Defined Code Table Support in IM User-Defined CSV Export
  150. Feature - Added “Item 1st Received Date Range” Criteria to Item User Defined CSV Export
  151. How to Get a List of Items That Does Not Have GTIN Code Defined
  152. Feature - User Defined CSV Export Quantity Sold by Customer#, Customer Type or Customer Group
  153. Feature - Added inKit (IK) and inBOMP (IB) Column Types to the User-Defined CSV Report
  154. Feature - Added Phantom Locking to Item File Maintenance
  155. Feature - Added CSV Support to the Physical Count Posting Update Edit List and the Variance Report By Item/Warehouse
  156. Feature - Inventory Transfer Management Batches Using CSV Import
  157. Limitations for Inventory Aging Report
  158. Feature - ATP Inquiry Number of Days from Today
  159. Feature - Added Report to "Set TRX Audit File Beginning Balances"
  160. Feature - Added Product Category Selection Range to ABC Analysis Reports
  161. Feature - Added Days Out of Stock (DOS) Column to the Location History Information, Sales Desk Info - Screen
  162. Feature - Show Turn Over Ratio (TOR) in Stock Status Inquiry
  163. Feature - Added Browse Through Items When in the Stock Status Inquiry
  164. Why Isn't Planning Lead Time Based on Work Days?
  165. Feature - Add to New Item Import the Ability to Enter 3 Line Item Taxable Flags
  166. Feature - Prevent Item Record Deletion if BOMP Cost Master Record Exists
  167. Feature - Change Existing Item Import to Import Line Item Tax Flags
  168. Feature - Added the Ability to Control Access to the Prompt "Zero Quantity On Hand For Missing Tag Items ?"
  169. Feature - Added CSV Support to the Item Audit Trail Report
  170. Feature - Item Generic Search to Show Item Quantity Greater than Zero Only
  171. Feature - Move Successful Inventory Transaction Processing Import
  172. Blanket POs Not Displaying on Stock Status ATP Screen
  173. Feature - Allow L+ and L- for Source in ATP Inquiry
  174. Feature - Add Item Age, Cost, and Extended Cost to Cycle Count Worksheet CSV Export
  175. Inventory Stock Status Report of a Certain Date
  176. Item Quantity Allocated Is Not Updated
  177. What Are The Definitions of Various Item End Item Codes?
  178. Feature - Add Multiple Planning Types to Show in ATP Process Criteria

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